GRS Fleet Telematics appPrivacy notice: the GRS Fleet Telematics app
This notice explains how we handle personal data in the GRS Fleet Telematics app ("the app"). The app runs inside AI assistants such as ChatGPT and Claude. It helps businesses choose vehicle tracking, theft protection and cameras. If you ask, it passes your request for a call back, a quote or a demo to our team. Our website's privacy policy covers the rest of what we do. Where the two differ, this notice applies to the app.
In short
Before you send a request, the app's request card shows you this notice:
GRS Fleet Graphics Limited, trading as GRS Fleet Telematics, will use these details to answer your request and prepare a quote. Our team will call or email you. We keep them in our sales system for up to 2 years after we last speak, unless you become a customer. You can ask for a copy, ask us to correct or delete them, or object at any time: privacy@grsft.com. This app runs inside your AI assistant, whose provider handles your chat under its own privacy policy. Full details, including where your data is processed and your right to complain to the ICO: advisor.grsft.com/privacy.
The rest of this page gives the full details.
Who we are
The app is run by GRS Fleet Graphics Limited, trading as GRS Fleet Telematics ("we", "us"). We're registered in England and Wales, company number 09002758. Our registered office is Mitchell House, Hardley Industrial Estate, Hythe, Southampton SO45 3YH. We decide how the personal data described here is used, which makes us its controller.
For anything about your data, email privacy@grsft.com.
What the app collects
When you ask for advice, nothing is stored. To suggest a setup, explain our options, give guidance (for example after a theft) or work out the dates for a switch, your assistant passes the app the details it needs. For example: how many vehicles of each type you run, what matters most to you, thefts in the last 12 months, where vehicles are parked overnight, the cameras you're interested in, when your current contract ends and its notice terms, whether your business is VAT-registered, and the region your vehicles are in. The app works out an answer, sends it back and keeps nothing. You don't need to give your name or contact details for any of this.
When you ask us to contact you, you choose what's sent. If you ask for a call back, a quote or a demo, the app shows a request card listing exactly what will be sent. Your details pass through the app's server to build the card, but they aren't stored. Nothing reaches our team until you press "Send to GRS". The card can include:
- your name and your business name;
- one way to contact you: your email address or your phone number, whichever you choose;
- what you asked for (a call back, a quote by email or a demo) and the best time to reach you;
- your fleet: the vehicles by type and number, what matters most to you, the region your vehicles are in, when your current contract ends and who your current provider is;
- your notes, in your own words;
- the setup the app suggested and its indicative monthly total;
- whether you ticked the box to get our marketing emails.
When you press Send, we also record the date and time, a reference number, whether you used the app through ChatGPT or Claude, the date of the prices the app used, the version of the notice on the card, and the version of the app.
Please don't put vehicle registrations, drivers' names or details of anyone involved in a theft in your notes. We don't need them.
What the app doesn't collect. It doesn't read your chat history, and it doesn't build a profile of you. It never asks for your address, postcode, payment details or vehicle registrations.
Technical information. Your assistant may also send technical hints with each request, such as your language setting, an approximate location, your type of device and anonymous IDs for your account and conversation. The app doesn't use or keep them. Usually our server is contacted by your assistant provider's systems rather than by your own device, and the app's cards don't connect to our servers from your device. Like any web service, our hosting provider keeps standard technical logs, such as the network addresses that connect to the server, to run the service and keep it secure. Our own logs record errors and counts only, never your details.
What we do with it, and why
| What we do | Our lawful basis under UK GDPR (Article 6) |
|---|---|
| Work out the advice you ask for. Nothing is stored. | Legitimate interests: answering the question you asked. |
| Show your details back to you on the request card, and answer your request: call or email you as you chose, prepare and send your quote, or arrange a demo. | Legitimate interests: answering a business enquiry you made. If you're a sole trader or a partnership: steps you asked us to take before entering into a contract. |
| Follow up on your request, for example to check your quote arrived and answer your questions. | Legitimate interests: following up a business enquiry. You can tell us to stop at any time. |
| Email you occasional news about vehicle tracking, security and cameras, only if you ticked the box on the card. | Your consent. We ask everyone, and for sole traders and some partnerships the Privacy and Electronic Communications Regulations require it. You can withdraw it at any time. |
| Keep a record of each request you send: what you asked for, what the card showed you and the choices you made. | Legitimate interests: being able to show what we told you, and that we respected your choices. |
| Answer emails you send us, such as a problem with the app or a request about your data. | Legitimate interests: answering you and keeping the app working. For a request about your data: our legal obligations under UK GDPR. |
| Keep the app and our systems secure, and stop misuse such as spam requests. | Legitimate interests: security and preventing misuse. |
We rely on legitimate interests because you asked us to contact you, in a business setting, and you can object at any time.
The marketing box on the card reads: "Email me occasional news from GRS Fleet Telematics about vehicle tracking, security and cameras. I can unsubscribe at any time." It's unticked unless you tick it, and sending a request doesn't depend on it. We only send marketing by email, and only if you tick the box. We don't use your details for marketing calls or texts, we don't sell them, and we don't share them with other companies for their own marketing.
Do you have to give us your details? No. The app's suggestions, explanations and switch dates work without them. To answer a request, we need your name, your business name and one way to contact you.
Automated decisions. The app's suggestions come from fixed rules applied to what you tell it. They don't decide anything about you, and a person at GRS reads every request.
Who sees your data
- Our team: the people at GRS who handle enquiries and sales.
- Our service providers, who handle data for us under data processing terms and may not use it for their own purposes:
- Netlify, which hosts the app's server, and holds a temporary copy of a request if our sales system can't take it straight away;
- Pipedrive, our customer relationship manager (our sales system), where our team works on your request;
- Xero, our accounting software, where formal quotes are raised;
- Google, which provides our email.
- Your AI assistant's provider. OpenAI runs ChatGPT; Anthropic runs Claude. Everything you type, and everything the app sends back, is part of your chat, which the provider handles under its own terms and privacy policy, not ours. That includes the request card: before you press Send, the app shows your details back to you on the card, inside the chat. After you press Send, the app returns only a reference number and whether your request was sent, so your assistant doesn't offer to send it again.
- Others, only where needed: our professional advisers, such as lawyers and accountants; the police, courts or regulators, where the law requires it; and a buyer of all or part of our business, who would have to use your data as this notice says.
Where your data is processed
The app's server runs in the United States. Some of our other providers also handle data outside the UK. Where data leaves the UK, it's protected by the safeguards UK law requires.
| Step | Provider | Where | Safeguard when data leaves the UK |
|---|---|---|---|
| The app's server | Netlify, Inc. | United States (Ohio) | The UK Extension to the EU-US Data Privacy Framework (the "UK-US data bridge"). Where that doesn't apply, the EU standard contractual clauses with the ICO's UK addendum. |
| A temporary copy of your request, kept only if our sales system can't take it straight away | Netlify, Inc. | Frankfurt, Germany | Stored in the EU, which UK law recognises as giving adequate protection. Netlify, Inc. itself as in the row above. |
| Our sales system | Pipedrive | Pipedrive's data centres, which may be in the UK, the EU or the US. Pipedrive's US company can access data to provide the service. | The EU standard contractual clauses with the ICO's UK addendum. |
| Formal quotes | Xero | Xero's data centres outside the UK | The safeguards UK law requires for these transfers. Ask us for details. |
| Our email | Any country where Google has facilities | The UK-US data bridge, or standard contractual clauses approved for UK transfers. |
Your chat itself is handled by your assistant's provider, under its own privacy policy, which says where it processes data. Ask us if you'd like details of the safeguards above.
How long we keep it
- Your request: in our sales system for up to 2 years after we last speak, unless you become a customer. "Last speak" means our last call or email with you; if we never reach you, the 2 years run from when you sent the request. Then we delete it. Emails between us about your request are kept for the same time.
- If you become a customer: your details become part of your customer records, which we keep for as long as our agreement lasts, and afterwards for as long as the law requires, for example for tax and accounting records.
- Emails you send us about the app: kept for up to 2 years after we last speak, then deleted.
- If you change your mind after sending: email privacy@grsft.com with your reference and we'll delete your request.
- If you don't send the request: we keep nothing. What you typed stays in your chat, under your assistant provider's policy.
- Advice from the app: not stored.
- The temporary copy: deleted as soon as your request reaches our sales system, and within 14 days at most.
- Your marketing choice: a record of what you agreed to and when, for as long as we email you and for 2 years after you unsubscribe.
- If you unsubscribe or object: we keep your email address or phone number on a "do not contact" list for as long as we send marketing, so that we keep to your choice.
- Technical logs: kept by our hosting provider for a limited time, to run the service and keep it secure.
Deleted data can stay in our providers' backups for a limited time, until those backups are overwritten.
Your rights
You can ask us:
- for a copy of your personal data;
- to correct it;
- to delete it;
- to limit how we use it;
- to give it to you, or to another organisation, in a portable format, where the law gives this right.
You can object at any time to our using your data on the basis of legitimate interests. If you object to marketing, we'll stop.
You can withdraw your consent to marketing emails at any time: use the unsubscribe link in any of our marketing emails, or email us. Withdrawing doesn't affect what we did before.
To use any of these rights, email privacy@grsft.com, with your reference if you have it. We may ask you to confirm who you are. We'll reply within one month. If a request is complex, we may need up to two more months, and we'll tell you why within the first month. There's normally no charge.
Complaints
If you're unhappy with how we've handled your data, please tell us first: email privacy@grsft.com, call 0333 000 2055 or write to us at the address below. We'll acknowledge your complaint within 30 days and tell you what we've done about it.
You also have the right to complain to the UK's data protection regulator, the ICO: ico.org.uk/make-a-complaint.
Your assistant's settings
Your assistant's provider decides how it uses your chats. You can usually manage this in its settings: for example, your chat history, its memory, and whether your chats help improve its models. See OpenAI's privacy policy for ChatGPT, and Anthropic's for Claude. You can disconnect the app in your assistant's settings at any time.
Children
The app is meant for people acting for a business. It isn't aimed at children.
Security
We protect your data with technical and organisational measures suited to the risk. A request is sent only when you press Send on the card you checked.
Changes to this notice
We'll update this notice if the app changes what it collects or how we use it, and we'll change the version and date at the top. Each request records the version of the card's notice that you saw. We keep earlier versions: ask us if you'd like one.
Contact us
- Email: privacy@grsft.com
- Phone: 0333 000 2055
- Address: GRS Fleet Graphics Limited, Mitchell House, Hardley, Southampton SO45 3YH, United Kingdom